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HomeMy WebLinkAbout08-01-2016 Council Work Session Minutesi' • August 1, 2016 Ii»Z�1T�31'�� 1 CITY "r I.INQ LAKES 2 MINUTES 3 4 DATE August 1, 2016 5 TIME STARTED 6:00 p.m. 6 TIME ENDED 10:00 P.M. 7 MEMBERS PRESENT Council Member Rafferty, Kusterman, 8 Maher, Manthey and Mayor Reinert 9 MEMBERS ABSENT None 10 11 12 Staff members present: City Administrator Jeff Karlson; Community Development 13 Director Michael Grochala; City Planner Katie Larsen; Public Safety Director John 14 Swenson; Deputy Public Safety Director (Police) Kelly McCarthy; Public Services 15 Director Rick DeGardner; City Clerk Julie Bartell 16 17 1. St. Clair Estates Residential Subdivision, City Planner Larsen noted that this project 18 includes 354ots. The council has had some review of the proposal to date and she will 19 update that information. A PowerPoint was reviewed that included the following: 20 - Background on the size and location of the proposed project; 21 - Neighborhood map indicating location (really the final development in this area); 22 - Revised preliminary plat (indicating access to Enid Trail, sidewalks/pedestrian 23 trail); 24 - The city's Comprehensive Plan (development is consistent); 25 - Gross density is 1.15 units; net is 2.42 units per acre, within existing city 26 guidelines; 27 - Density comparison shows this is not more dense than surrounding developments; 28 - Transportation planning; concern has been heard about increased traffic so 29 therefore a revised traffic study was done; results of revised study were reviewed and are 30 within norms; 31 - Level of street service would not be degraded and streets can absorb the additional 32 traffic; 33 - Police radar and speed data were reviewed and results presented indicating speeds 34 are currently below the current speed limit of the roadway; 35 - CSAH 34 Corridor Study was done in 2011 that analyzed Birch Street for future 36 decisions in the area and it did include consideration of development of this subdivision 37 and not having full access to Birch Street (Council Member Rafferty noted that the plan 38 was presented as very long term; Council Member Kusterman remarked that a four -lane 39 Birch Street would never be desirable to him; Council Member Manthey asked if there 40 are other streets with 950 trips per day and staff said no); 41 - Anoka County Highway Department comments; the county will be evaluating 42 Birch from Ware Road to West Shadow Lake Drive and they will be looking at 43 connecting the new street to Birch Street and, as a result, staff is moving the cul-de-sac 44 bulb of the street to the east to allow for that if a connection becomes feasible; 45 - Zoning has been reviewed and the development conforms; 1 1 46 - Park dedication would be cash in lieu of an actual park; 47 - Floodplain doesn't impact structures or lots; 48 - Shoreland Management Overlay District analysis is complete; 49 - A variance is requested in regard to the length of a cul-de-sac (for emergency 50 service purposes but mitigated with an emergency access trail); Mayor Reinert noted that 51 a guideline was established for cul-de-sacs because the city was becoming a city with 52 many very long cul-de-sacs; Planner Larsen noted some existing lengthy cul-de-sacs that 53 have existed for many years with no incident; 54 - Findings of Fact are included in the resolution granting the variance; 55 - The Planning and Zoning Board consideration process was reviewed; 56 - Council actions being requested were reviewed. 57 58 Council Member Maher recalled when the Foxborough subdivision came to her 59 neighborhood. There was annoying construction traffic during the process but now that 60 the development is done, things have settled down and the traffic of the additional 56 61 homes is not really noticeable. She has a safety concern about Hokah Drive; it's 62 dangerous to turn onto the street. Ms. Larsen noted that there will be a temporary 63 construction access off of Birch Street. Council Member Maher said she's heard some 64 concern about the size of some yards and she hopes that the developer will be cognizant 65 of that. She asked about the lot size for this development compared to existing lots. Ms. 66 Larsen said there's no official comparison but she believes they are comparable although 67 some of the existing lots include wetland which is not usable but add to the size. Ms. 68 Larsen added that the construction would be a single phase probably running a little more 69 than two years. 70 71 Council Member Kusterman asked if a speed limit should be considered. Ms. Larsen 72 suggested that speed limits are set by statute and Mr. Grochala remarked that there may 73 be some flexibility on local streets to bring it down to a 25 mph limit but having varying 74 speed limits can be confusing. 75 76 Council Member Manthey asked about the distance of the trail to Hokah Drive. Ms. 77 Larsen suggested about 300 feet. 78 79 The mayor asked if there was discussion with the county as to access off Totem Trail and 80 end the access at Hokah Drive and Ms. Larsen said it was reviewed. Community 81 Development Director Grochala reviewed the future possibilities with an access at the 82 new street, Enid Trail. 83 84 Michael Root, Planning and Zoning Board member noted the work that has gone into 85 bringing this forward. He feels the development checks the right boxes. The emergency 86 access issue is resolved with the trail. One concern is the unknown with the county 87 analysis — with the addition of right in/right out at Hokah there are substantial jumps in 88 traffic counts. Maybe without that information, this is a little premature. Mayor Reinert 89 concurred that there should be adequate knowledge about the traffic flow before moving 90 ahead on a development. 2 August 1, 2016 91 92 Mayor Reinert asked about the product — the type of homes and materials, etc. Ms. 93 Larsen said this is preliminary plat only — since it is not a PUD, that information isn't 94 available. She pointed out that the development does meet the city requirements even 95 without that future traffic knowledge — it meets the findings of fact. The mayor asked if 96 there has been enough time spent looking at Totem Trail as an access. Ms. Larsen noted 97 that staff has analyzed the traffic situation thoroughly and at face value the roadway does 98 have the capacity. 99 100 Council Member Rafferty suggested the development looks nice but that he has concern 101 about the cul-de-sac length. Ms. Larsen reminded the council that there is an emergency 102 access trail included. 103 104 Mayor Reinert asked for more information about an alignment with Totem Trail and Ms. 105 Larsen said it's really an area that falls within the county's view of the whole area. 106 Mayor Reinert suggested it would be helpful to have more information on the option at 107 that spot. Community Development Director Grochala added that the county isn't in a 108 position to provide that type of detail; it's an analysis that's just beginning for them. 109 110 Ron Holch came forward with a communication from Anoka County indicating their 111 preliminary discussion. A big problem on Hokah is the lack of sidewalks because it isn't 112 a straight roadway and one solution would be a marked area on the street used as a 113 sidewalk even for some times of the day. Additionally he believes Hokah Drive was 114 never intended as a cul-de-sac and was supposed to have three points of access — Birch, 115 Sioux Lane and another access that didn't occur. It wasn't intended to be as long a cul- 116 de -sac as it is. He fears more problems with more traffic. 117 118 Mayor Reinert said he'd like to see more discussion on the Totem Trail option, in spite of 119 this development going in. It's a way to solve a different problem but would also 120 improve access for this. The criteria is met with the development except for that cul-de- 121 sac variance. This is the time to look at access or there probably won't be an opportunity 122 in the future. It's prudent to at least explore the options now. 123 124 A council member commented that staff did a good job looking at compliance with the 125 city regulations but if there is possibility of getting a better connection now, that should 126 be allowed to happen. 127 128 Resident comments: Jeremy Stimpson, 6621 Sioux Lane, invited council to attend their 129 Night to Unite event this week. Questions he's heard are germane to discussion coming 130 forward. He noted the 1200 vs. 1600 foot cul-de-sac comment and what is the actual 131 length. Ms. Larsen explained that it depends on where you begin the measurement. Mr. 132 Stimson argued that the 1,600 measurement makes it three times longer than is allowed. 133 He also has some questions about the allowance of decks on future homes with the 134 setback requirements. He noted that Lots 3 and 4 on the proposed preliminary plat would 135 have an incredible vista of Rice Lake but plans don't seem to take full advantage of the CITY COUNCIL WORK SESSION August 1, 2016 APPROVED 136 space — he wonders, is it the best we can do with this land. Ms. Larsen explained that the 137 developer is maximizing just as was done by the Spirit Hills developer; the lots meet all 138 the city's requirements. Mr. Stimson asked the council not to gloss over the 500 foot 139 maximum called for in a cul-de-sac; just because the city can, should we? He offered 140 thanks to the council for hearing comments and recalled when he moved into the 141 neighborhood there were sixteen trips per day in front of his home. He asked the city 142 when his street would no longer be a dead end and it ended up being shortly after he 143 moved in. He doesn't want a similar situation with the discussion about access at Totem 144 Trail — that it just doesn't happen. Mayor Reinert added that this is an opportunity. Mr. 145 Stimson added that he fears a real speed problem at the straight area coming in. Mayor 146 Reinert said his communication with County Commissioner Sivarajah has indicated that 147 more discussion on a Totem Trail access is possible and he'd like to see that happen when 148 it is viable. 149 150 Council Member Kusterman asked about the possibility of adding sidewalks for safety 151 and Mr. Grochala remarked that it would probably be a hearty neighborhood discussion. 152 153 A resident of the area recalled her experience moving to a quiet street and the huge 154 difference in traffic when access to Birch changed. She feels this would be another huge 155 change. She suggests also that it would be a similar rude awakening for people who buy 156 on this cul-de-sac to find an access change in the future. 157 158 The council concurred that they support going down the path of gaining more information 159 on plans for traffic in the area. It would also be nice to know a little more about the 160 homes that would be going in also. The item was pulled from Monday night's agenda. 161 162 Council Member Maher asked about the process of how developments come forward. 163 She heard there was information including on past Friday updates but she didn't seem to 164 get that and she had difficulty answering questions posed by residents previous to tonight. 165 Mayor Reinert suggested that sometimes in the past the council gets an update when a 166 development is going to the Planning and Zoning Board; that has been helpful and he'd 167 prefer that. Director Grochala explained that staff has generally done that with a PUD 168 development and have typically felt it best to bring forward a development such as this 169 when the review and more information is in place. The council has generally been 170 informed earlier in the form of the weekly update document. 171 172 2. Public Safety Department Fleet — Public Safety Director Swenson and numerous 173 Public Safety staff members were present. Director Swenson reviewed a PowerPoint 174 presentation that included information on the following (presentation on file): 175 176 - Police Division — overview of method for size (industry accepted is use and 177 average per miles per year); average miles for past few years were noted; 178 - Administration and Investigation Vehicles, seven are included in current fleet; 179 - Reserve and Community Service — two vehicles that are not fully equipped; there 180 is also a snowmobile; 0 CI I Y COLNCIL WORD SESSION August 1, 2016 APPROVED 181 - Patrol Division — bulk of vehicles included; rotation of vehicles explained; 12 cars 182 assigned to that division; a sample rotation of vehicles was reviewed as it would occur on 183 an average day; maintenance schedule and possibilities were reviewed; Mayor Reinert 184 asked if there are eight squads cars on the streets at one time and Deputy Director 185 McCarthey said yes; 186 - Director Swenson reviewed the proposed 2017 Replacement Schedule; 187 - The build -out costs were discussed (not in presentation); the camera system is 188 included. 189 190 Mayor Reinert asked about the threshold that's met to go up to eight vehicles. Deputy 191 Director McCarthy explained the availability rate in general and in Lino Lakes and how 192 that impacts the staff level. Mayor Reinert noted that the City of Hugo contracts with 193 the county for their services — they have three eight hour shifts with officers assigned. 194 The area of that city is about the same but with lower population. Are they drastically 195 underserving their public with that coverage? Commander McCarthy suggested that the 196 expectations are different and the coverage is different; they can move officers from a 197 large base of personnel around the whole county. The mayor asked what activity are they 198 not involved with that we are and Commander McCarthy explained that they have a 199 reactive model so they are awaiting calls; the City is much more active and officers move 20o through the entire process and that results in a successful clearance rate. There is a 201 maximum use scenario that we must have cars available for. 202 203 Council Member Rafferty noted that there are three vehicles that have gone from the PD 204 to FD with a fair number of miles on them. Director Swenson explained what those three 205 vehicles will be used for — one at each station and a spare. Mayor Reinert questioned 206 that need — those are older vehicles with more maintenance costs and losing value not 207 being sold. Director Swenson said that maintenance will be watched and those vehicles 208 are run a lot less than cars used on patrol. Mayor Reinert noted his upcoming newsletter 209 article on baseline management — it's about planning around average needs and it also 210 gives policymakers a better idea and a base from which to base future decisions. It's 211 based on having a baseline and if there are occasional additional needs, those can be met 212 with outsourcing. 213 214 Council Member Rafferty noted the three administrative vehicles and that they go home. 215 Are there other go home vehicles? Police staff explained that there is a policy within the 216 department outlining other cars that can go home (seven total). Director Swenson added 217 that there have been 84 situations this year to date for administrative staff to respond. 218 Council Member Rafferty noted information on the fleet that he is receiving from the 219 Public Services Director that is indicative. Deputy Director McCarthy explained that the 22o replacement isn't based on years but use. 221 222 The council discussed fleet reports that have been generated that may reflect different 223 data. Director DeGardner distributed one report as a sample. The public safety staff 224 indicated that they haven't requested the Cartegraph system. Director DeGardner 225 explained that the data is there but there has been some corruption in the area of the E CITY COUN IL WORK SESSION August 1, 2016 APPROVED 226 Petrovend system (that could be replaced); the past six to eight weeks, the odometer 127 readings have been inaccurate. At the Mayor's request, Mr. DeGardner reviewed the 228 capabilities and uses of the Cartegraph system; it's providing important fleet information. 229 230 Council Member Kusterman asked about the relationship with Eaglebrook — is there 231 compensation? Director Swenson explained that the church is charged for services and 232 the charges include personnel, fuel and equipment so the city recoups all of its costs plus 233 an administrative fee. Council Member Kusterman also noted the Hugo model and use 234 of a county contract and a comparison of our services. Staff has indicated that the county 235 model provides certain services only while the City's PD goes full spectrum. He wonders 236 who fills in the gap for a city using the county services? Deputy Director McCarthy 237 explained that they have county wide resources to draw from. 238 239 The presentation on the Fire Department fleet began and the PowerPoint slides were 240 reviewed by Deputy Director D'Allier: 241 - Fleet size and replacement information; 242 - Current active fire division fleet table; 243 - Operational/safety concerns with Al 1 vehicle, including examples where the 244 equipment was used at homes in Lino Lakes; 245 246 The council questioned why the Al 1 was purchased by the city. Director Swenson 247 explained that a consultant was brought in when the assets were to be divided from CFD 248 and the Public Safety Department relied on that information. Council Member Maher 249 suggested that fire services are a new endeavor for the City and she realizes that there will 250 be bumps along the way. The bottom line is the city must have safe equipment. Deputy 251 Director D'Allier concurred that this is about safety. Council Member Kusterman asked 252 about the ability to extend the ladder and staff explained why it's not possible. 253 254 Mayor Reinert explained that he doesn't want to micro manage the equipment budget; the 255 city pays for management to do that. He has added a resolution to the council agenda 256 that establishes an annual contribution for equipment and for staff to manage. The 257 amount is reasonable and that's how he would like to move forward. He can't be 258 convinced that there is more money needed than what it cost to fund the previous fire 259 service. 260 261 Deputy Director D'Allier continued the presentation. 262 263 Council Member Maher asked about other area departments that have appropriate aerial 264 equipment and staff mentioned Forest Lake. 265 266 Mayor Reinert noted that more discussion will occur in upcoming budget sessions. 267 268 3. Public Services Department 2017 CIP Requests- Public Safety Director DeGardner 269 and Public Services staff Brett Olander, Tim Payne and Tim Hillesheim were present. 270 Director DeGardner reviewed the written staff report and had distributed an inventory CITY COUNCIL, WORK SESSION August 1, 2016 APPROVER 271 sheet of all equipment as of August 1, 2016. He explained the review and replacement 272 process utilized for the equipment. The report also includes a look ahead and plans for 273 the next five years. 274 215 The council reviewed with Director DeGardner the requests for the coming year's capital 276 requests. Mayor Reinert suggested that staff needn't go through the entire list; much of 277 the focus currently is on public safety. It's a helpful review though because there is a lot 278 of equipment and the total value is a large one. Director DeGardner did remove 279 replacement of the 211 from the requests. 280 281 Mayor Reinert questioned staff as to the possibilit�r of using a baseline for this process. 282 Tim Payne suggested that the baseline would really be that all the vehicles are being used 283 for half the year (summertime). In fact, summertime needs are so heavy that there are 284 not vehicles for all staff so they sometimes use a drop-off schedule. Council Member 285 Manthey suggested that it appears to be an amount of around $300,000 each year and he 286 wonders about using a static number each year. Director DeGardner explained that 287 flexibility is important in this budget because there can be a huge truck purchase needed 288 one year and another year they may be able to defer some purchases because equipment is 289 lasting longer. Tim Hillesheim remarked that every one of the vehicles are exposed to 290 salt all year because of the situation at the yard and that can limit the life of the vehicle 291 and some more than others. The council noted that Mr. Hillescheim's point highlights 292 the need to discuss the future of public works storage. 293 294 Staff distributed a request for a new Asphalt Emulsion Applicator and Mr. Payne 295 explained the need for a unit which would be an upgrade from the applicator purchased in 296 2014. Director DeGardner explained that this process was outsourced before 2014 and 297 the idea of doing it in-house has been investigated. While they are seeing it works, this 298 equipment would make it more efficient and less expensive. The Mayor suggested that it 299 makes sense. 300 301 The council will consider the requests as part of upcoming budget discussions. 302 303 4. Pole Barn Roof Replacement Plan — Utility Supervisor Hillesheim explained that the 304 old pole barn that is the public works facility has some issues with structure of the roof. 305 Included in the fix would be the addition of a new steel roof. 306 307 Council Member Maher remarked how this decision fits into the discussion of a future 308 public works facility and Mr. Hillesheim suggested that this facility will no doubt remain 'I useful even with the addition of new facilities. Director DeGardner noted that there is 310 sufficient funding available in the current budget in a facilities fund. Mayor Reinert 311 asked that staff look at repairs to the skylight area at the entrance to the senior center as 312 well. 313 314 The council requested a facilities tour in the near future. 315 II 316 5. Council Updates on Boards/Commissions 317 318 Anoka County Fire Protection Council - Mayor Reinert is on the finance committee. 319 Thev want to have a meeting at the new fire station. 320 321 Joint Law Enforcement Committee —Council Member Manthey attended the last meeting 322 at which they discussed budget. They do a good job with an agenda and focus. They 323 also deal with communication issues. 324 325 6. Monthly Progress Report — Administrator Karlson noted that there is no new 326 information of note on the report. He did suggest it would be a good time to set a budget 327 work session. 328 329 The council concurred on holding a session after the August 8 regular council meeting. 33o Mayor Reinert recalled that last year the council went through the exercise of looking for 331 savings in the 2016 budget and he suggests staff do that to save time. 332 333 7. Review Regular Agenda — The agenda was reviewed and there were no changes. 334 335 The meeting was adjourned at 10:00 p.m. 336 337 These minutes were considered, corrected and approved at the regular Council meeting held on 338 August 22, 2016. 339 340 341 343- Juliann Bartell, City Clerk 344 E:�